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Automation Process for IBM Labor Claiming

IP.com Disclosure Number: IPCOM000013032D
Original Publication Date: 2001-May-01
Included in the Prior Art Database: 2003-Jun-12
Document File: 3 page(s) / 80K

Publishing Venue

IBM

Abstract

The necessity for this invention came into being with the sunset of the corporate TOTALS application and the advent of the new National Time Attendance (NTA) application. IBM divisions working government contracts are required by law to record hours worked against project codes. This function, currently in TOTALS, is not planned for the NTA application. This invention is a new process to combine and automate IBM employee and contractor labor claiming to provide a more accurate and timely project cost accounting. It solves the labor intensive manual process of collecting paper timesheets, manually calculating costs, and manual entry of the data into a IBM legacy accounting systems. The advantages of the invention are: Reduction of manual labor from 40 hours a week to less than 1 to collect, calculate, and enter data into the accounting system. Elimination of human misreads from paper timesheets. Elimination of calculation errors. Elimination of charges to invalid or closed project codes. Elimination of manual entry errors into the legacy system. Ability to retrieve on-line project cost reporting. Faster, more accurate billing and cost accounting.

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Automation Process for IBM Labor Claiming

The necessity for this invention came into being with the sunset of the corporate TOTALS application and the advent of the new National Time & Attendance (NTA) application. IBM divisions working government contracts are required by law to record hours worked against project codes. This function, currently in TOTALS, is not planned for the NTA application.

This invention is a new process to combine and automate IBM employee and contractor labor claiming to provide a more accurate and timely project cost accounting. It solves the labor intensive manual process of collecting paper timesheets, manually calculating costs, and manual entry of the data into a IBM legacy accounting systems.

The advantages of the invention are:

Reduction of manual labor from 40 hours a week to less than 1 to collect, calculate, and enter data into the accounting system. Elimination of human misreads from paper timesheets. Elimination of calculation errors. Elimination of charges to invalid or closed project codes. Elimination of manual entry errors into the legacy system. Ability to retrieve on-line project cost reporting. Faster, more accurate billing and cost accounting.

This invention provides a standard user interface to all users which allows each authorized user to create new claims, edit current claims, and revise submitted claims. There is a standard claim form that is used for all employees and contractors. This reduces the confusion that users on what data to report and how to report it.

Managers have the ability to review, approve, or reject labor claims. There are many reports designed to give managers instant, up-to-date project costs.

This invention also provides a high level of data validation and on-line help. Security access restrictions are used throughout the invention to meet the strict requirements set forth by the government (law) and the company (corporate policy). This includes maintaining concealment of restricted personal data such as pay rate.

The invention reduces the labor intensive process of collecting, validating, calculating, and integrating the claim data for all users in the process.

All users have access to the same claim application, so the collection process has been reduced to a single database application. The old collection process had the user filling out a time sheet, finding their manager and hand delivering the sheet for approval. The manager then had to deliver all approved sheets to the finance office where data validation occurred. This invention allows the managers to approve or reject claims from the same application. The manual delivery process has been eliminated.

Data validation used to be done by a highly dedicated finance office employee who check that the number of hours were logical, project codes existed and that the sums submitted were accurate. This was a very labor intensive process that took 100+% of the employee's time. In addition to validating the cur...